Add and Manage Folders

Document Tree

The creation and management of folders and document types creates a hierarchical structure enabling you to organize your documents in the UKGDocument Manager solution.

A Document Tree consists of Parent Folders which contain Child Folders or Document Types. We do not recommend creating nested child folders. Each folder may contain multiple document types. Folders and underlying document types may be restricted based on HR user roles.

The Document Tree allows you to view the information in two formats, each with an advantage.
  • Tree View: This view allows you to identify the hierarchy of folders and document types allowing you to locate the document type of folder easily.
  • List View: This view allows you to review a list of your documents types, their Destination or Parent folder, and provides a document type metadata summary.

Separate Document Trees exist for Employee Documents and Company Documents.

For example, Employee History is a parent folder and Background Authorization is a document type. Both parent and nested child folders can house document types.

This image illustrates the folder structure as described in the paragraph.

Add a Folder

In the UKGDocument Manager solution, you can use folders to organize documents and document types.

Navigation:Menu > Admin > Documents

  1. Select the New Folder button.
  2. Enter the folder name in the appropriate language Name field. The Code field completes automatically based on the name.
    Note The first field with the respective language is the default language of the platform. If there are multiple interface languages, you can enter translated folder names in the respective languages. Otherwise, the folder name appears in the default language of the platform.
  3. From the parent folder drop-down list, select the parent folder, if needed. If the new folder acts as a Parent Folder, do not select an existing parent folder.
  4. Select Create Folder to save.
    Note We recommend maintaining a folder structure that includes only one level of Child folders per Parent folder.

Update a Folder

You can update Parent and Child folders. Select the name of the folder you want to update from the document tree to change the folder's location and name.

Navigation:Menu > Admin > Documents

  1. From the document tree, select the appropriate folder.
  2. Modify the name or parent folder, as needed.
  3. Select Save Folder when you finish.

Folder and Document Deletion

You must have administrative rights in order to delete document types and folders from the platform.

To delete a document tree folder or document type, you must have the Manage document types, folders, and retention policies permission.

To delete a document type, ensure that the document type is not associated with a retention policy. If so, remove the document type from the retention policy. You cannot delete a document type that is associated with documents in an employee folder. If you need to remove a document type with associated employee documents, you must change the document type listed on each document. Then you may delete document types from the document tree.

To delete a document tree folder, you must move or delete all document types housed in the folder. You cannot delete any Parent or Child folders that contain documents. Then you may delete the folder.

© UKG Inc. All rights reserved. For a full list of UKG trademarks, visit www.ukg.com/trademarks. All other trademarks, if any, are the property of their respective owners. No part of this document or its content may be reproduced in any form or by any means or stored in a database or retrieval system without the prior written authorization of UKG Inc. (“UKG”). Information in this document is subject to change without notice. The document and its content are confidential information of UKG and may not be disseminated to any third party. Nothing herein constitutes legal advice, tax advice, or any other advice. All legal or tax questions or concerns should be directed to your legal counsel or tax consultant.

Liability/Disclaimer

UKG makes no representation or warranties with respect to the accuracy or completeness of the document or its content and specifically disclaims any responsibility or representation for other vendors’ software. The terms and conditions of your agreement with us regarding the software or services provided by us, which is the subject of the documentation contained herein, govern this document or content. All company, organization, person, and event references are fictional. Any resemblance to actual companies, organizations, persons, and events is entirely coincidental.

Links to Other Materials: The linked sites and embedded links are not under the control of UKG. We reserve the right to terminate any link or linking program at any time. UKG does not endorse companies or products to which it links. If you decide to access any of the third-party sites linked to the site, you do so entirely at your own risk.